TDX / Guide: FAST Team

Purpose

• To assist FAST team leaders with mechanics and standards for managing their FAST team in TeamDynamix

Scope

• Congratulations on your selection as a FAST team leader. Keep this cheat sheet handy during your reign as a reminder of the expectations for managing your FAST team and communicating about your progress

Environment

• 10374: TeamDynamix (TDX)

Guidelines

Phase 1: Activation (pre-launch)

• Before your work begins, Bob Black creates the FAST Project in TeamDynamix and sets the leader as the project manager or alternate project manager
• Send known team members and basic charge to itservicesall with instructions to contact sponsor/leader if interested in participating on the team
• Add the team members as resources to the TeamDynamix project:

1. Select the Projects/Workspaces application
2. In the left panel, expand your FAST project
3. Select Manage
4. Select the Resources sub-menu
5. Click the Actions button and select Add Resources
6. Search for the team member
   • Note: You may need to select the option to Include users whose capacity is not managed
7. Check the box to the left of the team member’s name
8. Click Next
9. Click Save
10. Repeat steps 6–9 until all team members have been selected 

Phase 2: Launch Day (first meeting with team)

• Create an elevator speech
  • An elevator speech is a clear, brief message or commercial about your team. It communicates who you are, what you want to accomplish, and how your team will make IT Services better. It's typically about 30 seconds long — the time it takes people to ride from the top to the bottom of a building in an elevator. Search Google for examples
• Determine and update the projected end date
  • Now that you have a more complete sense of your scope of work, estimate the number of sessions it will take to achieve your team’s outputs
• Update the expected end-date of the project:

1. Select the Projects/Workspaces application
2. In the left panel, expand your FAST project
3. Select Manage
4. Select the General sub-menu
5. Update the End Date field with your expected completion date
6. Add your elevator speech to the project Description (not required)
7. Click Save

• Send a status update to itservicesall that includes a) team members, b) elevator speech, and c) instructions for people to opt-in to weekly updates

1. Select the Projects/Workspaces application
2. In the left panel, expand your FAST project
3. Select Manage
4. Select the Project Details sub-menu
5. Click the Update Status button
6. Add Comments
   • Introduce your FAST team members and summarize their accomplishments during the first meeting
7. In the Notification field, select the people you want to include
8. In the Other Email Addresses, add itservicesall@miamioh.edu
   • Use this only for the first and last status update
9. Click Save

Phase 3: Mid-flight

• Add people that opt in for weekly updates as stakeholders

1. Select the Projects/Workspaces application
2. In the left panel, expand your FAST project
3. Select Manage
4. Select the Stakeholders sub-menu
5. Click the Add button and follow the prompts

• Use weekly TDX status to update those that opt-in 

1. Select the Projects/Workspaces application
2. In the left panel, expand your FAST project
3. Select Manage
4. Select the Project Details sub-menu
5. Click the Update Status button
6. Add Comments
   • Describe your team’s accomplishments this week
7. In the Notification field, select the people you want to include
8. If this week’s update included an LT presentation or completion of the FAST team, add itservicesall@miamioh.edu to Other Email Addresses
   • Include a link to your presentation in the comments
9. Describe the final outcome of the FAST team efforts, if complete
10. Click Save

• Add a link to your important artifacts, such as an LT presentation

1. Select the Projects/Workspaces application
2. In the left panel, expand your FAST project
3. Select Links
4. Click the New button and follow the prompts
5. Evaluate and update the projected end date
   • See Phase 2: Launch Day instructions, above

Phase 4: Implementation (optional)

• During this optional phase, the team will enact decisions made by the LT and “make it so”
• Continue weekly updates as described above in Phase 3: Mid-flight

Phase 5: Touchdown

• Close the project and send survey to the sponsor and team

1. Select the Projects/Workspaces application
2. In the left panel, expand your FAST project
3. Select Manage
4. Select the Project Details sub-menu
5. Click the Actions button
6. Select Close and follow prompts to include the following notes:
   1. Select the Post Completion Project Survey as the Closure Survey
   2. Pick an appropriate New Status
   3. Update the Percent Complete to 100%